How to sign a Word document electronically

Three ways to sign a Word document

• Insert a picture of your signature in Word: quick, and fine for letters, but it doesn't record who signed or stop later changes.
• Use Word's signature line (Word for Windows): signs the .docx with a digital ID, a certificate you need to have.
• Save the document as a PDF and sign it, or send it for e-signature: works on any computer or phone, seals the signed file and, when others sign, keeps an audit trail.

Add a picture of your signature in Word

In Word for Windows, you can save the signature picture and your typed name as a Quick Part (Insert, then Quick Parts) to reuse them. Keep in mind that a pasted picture is easy to copy, the document can still be changed after it's signed, and nothing records who added the signature or when.

1. 1Sign your name on a sheet of white paper, then photograph or scan it and crop the picture close to the signature. Save it as a PNG or JPG.
2. 2In Word, click where the signature goes, choose Insert, then Pictures, and pick the image.
3. 3Resize the picture by dragging a corner. To move it freely onto the line, set Wrap Text to In Front of Text.
4. 4Type your name and the date under it if the document asks for them, then save the document.

Use Word's signature line (Word for Windows)

Signing this way needs a digital ID (a certificate); if you don't have one, Word tells you. Once signed, the document is marked as final, and editing it removes the signature. The signature belongs to the .docx file and is checked in Word: it doesn't carry over if the document is later saved as a PDF. Signature lines aren't available in Word for Mac or Word for the web.

1. 1Click where the line goes, then choose Insert, then Signature Line (in the Text group), then Microsoft Office Signature Line.
2. 2Type the signer's name, title and email address, and click OK.
3. 3To sign, double-click the signature line (or right-click it and choose Sign), type your name or select a picture of your signature, and click Sign.

Sign a Word document as a PDF in PDFZyro

PDFZyro seals the signed PDF with a digital certificate, so any later change can be detected, and keeps it as a new version of the document. Your Word file isn't changed. Send the signed PDF rather than the Word file: converting it back to Word would lose the seal.

1. 1Create a free PDFZyro account and click Office to PDF on the Home page.
2. 2Click Choose files and pick the Word document (.docx or .doc), then click Convert to PDF.
3. 3When Your PDF is ready appears, click Open to view the PDF.
4. 4Click Fill & Sign, choose Signature (or press S) and click the signature line. The first time, type your name and pick a style, draw your signature with a mouse, trackpad or finger, or upload a picture of it. It's saved to your account for next time.
5. 5Add the Date, Initials or any other text the document asks for.
6. 6Click Finish, read and tick the consent to sign electronically, then click Sign and download.

Get someone else to sign a Word document

1. 1Convert the Word document to PDF with Office to PDF, as above. Signature requests work with PDFs.
2. 2Open the PDF and choose Request signatures… from its Tools menu, or click Request signatures on the Home page and pick it. Click Continue.
3. 3Add each person's name and email address, choose their role, such as Needs to sign or Receives a copy, and the signing order.
4. 4Place a signature field and any date, initials or text fields for each signer. Auto-place finds signature lines, dates and blanks for you.
5. 5Click Send, check the summary and click Send now. Each person gets an email link and signs in their browser, without creating an account.
6. 6Follow progress in Agreements. When everyone has signed, the sealed PDF and a certificate of completion are added to your documents.

Which way should you use?

In the United States, the ESIGN Act and UETA give electronic signatures the same legal effect as handwritten ones for most documents, when the people involved agree to sign electronically. Some documents, such as wills and certain family or court documents, have special rules. This guide is general information, not legal advice.

• A letter or an informal note: a picture of your signature in Word is usually enough.
• An organization that already issues digital IDs to its staff: Word's signature line fits in with that.
• Contracts, agreements and forms someone else must sign: send a PDF for e-signature, so you have each signer's consent, an audit trail and a sealed file.

Before you sign: tidy the Word document

• Accept or reject tracked changes and delete comments, so they don't end up in the PDF.
• Make sure it's the final version. If anything changes after signing, sign the new version again.
• Leave a clear signature line with a label such as Signature or Date next to it, so Auto-place can find it.
• Check the PDF before signing. If the document uses an unusual font, a similar one may be used, which can move line breaks.